Vacancy: Procurement Support Officer
Closing date: Sunday 19 July
Shortlisting: Monday 20 July
Proposed Interview date: Tuesday 28 / Wednesday 29 July
Salary: £33,465
About the vacancy:
Join our Finance & Procurement team and play a key role in delivering an efficient, customer-focused procurement service across the organisation. This is an excellent opportunity for a highly organised and proactive professional who enjoys building relationships, managing data and systems, and supporting procurement and contract activities from sourcing through to payment.
As a Procurement Support Officer, you will help drive value for money, support tendering and contract management processes, and contribute to continuous service improvement. If you have strong administrative, analytical and customer service skills, along with experience of procurement processes and systems, we'd love to hear from you.
Specifically, in the role you will:
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Facilitate the operational management of the procurement service and strive to deliver continuous improvement.
- Facilitate the development and implementation of policies and procedures which contribute to the organisational vision.
- Build effective working relationships across the association and with external partners, continually monitoring, planning and responding to the changing operating environment, to ensure an integrated contribution to the team and organisation’s objectives.
- Support the development and delivery of the procurement departmental plan, in support of corporate and strategic objectives.
- Adhere to internal and external procurement regulations.
- Adhere to corporate policies including financial regulations, risk management, health & Safety, confidentiality, data protections, contract management and codes of conduct.
- Promote equality and diversity in all activities.
- Consistently demonstrate confidentiality and discretion when dealing with internal and external customers.
- Complete all relevant training and personal development as required by regulations.
- Support the procurement team to deliver highly efficient and professional services with the aim of achieving a right first-time resolution at every interaction with customers.
- Be the first point of contact for all routine enquiries for the department, providing an effective customer focussed service and ensuring queries are dealt with effectively to mitigate and reduce potential issues
General procurement team management
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Management of internal and external communications - managing internal and external enquiries, including the provision of emails, telephone or electronic response service for Sell2Wales and e-sourcing activities
- Arranging support meetings and events
- Acting as the Procurement team link across all systems and providing updates and reports; processing data
- Attending meetings as required, to take and subsequently prepare the minutes of the meeting to ensure that an accurate record of proceedings is created.
- Providing support to the team to ensure orders and payments are made through the eBis system
- Providing support to the team to ensure documents pass through the appropriate authorisation and sign-off processes effectively in line with UK legislation, organisational financial regulations and scheme of delegations
- Collaboratively working with other members of the Procurement Team to ensure an integrated approach to service delivery.
Organisational procurement support
- Work with the Procurement team and stakeholders with the procuring of goods, works or service process. This may include being involved in corporate projects, and task and finish groups.
- Provide support for tendering activities including working with senior managers, placing notifications on the e-tendering portal and Sell2Wales, designing supplier questionnaires and tenders within the electronic e-sourcing system and co-ordinating responses to queries raised by external stakeholders
- Facilitate the low value RFQ’s and Tender process
- Research potentially suitable suppliers to invite for tender/quote and perform due diligence to facilitate selection
- Facilitate the preparation of tender and contract documents
- Manage procurement Conflict of Interest requirements in line with regulations ensuring the necessary process is followed and recorded
- Support the Procurement and Contracts Manager in administration duties
- Work with the P2P team in managing the “right way to buy” process and ensuring streamlined approaches with the procuring of goods, works or service process, undertaking supplier due diligence through to payment of invoices.
- Manage the organisational procurement pipeline/action plans.
Records
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Facilitate Procurement Record keeping. Provide support to the Procurement Team in key activities such as record keeping, meeting arrangements, and major procurement tasks.
- Update, establish, and manage contract records and systems.
- Manage the Contracts Register and Supplier Database to ensure they are always up-to-date and accurate, enabling the preparation of reports, statistics, and purchasing information for presentation to the Finance and Procurement team and management.
- Establish, maintain, and update appropriate procurement records a register of all key procurement project documents, including forms of contract, legal agreements, appointments, supplier accreditations, and insurances, to enable the location and retrieval of documents; ensuring high levels of integrity and confidentiality in accordance with the GDPR Act and with the association’s document retention policy.
Spend analysis
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Conduct spend analysis reporting using financial systems to identify key spend areas and inform procurement requirements. Facilitate the team in updating contract spend, project documents, and other relevant schedules.
- Oversee contract spend management.
Contract management
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Establish, maintain and update a contract registers, creating an electronic record to identify when renewals are due for all suppliers including consultants, contractors and sub-contractors. Including managing Insurance and accreditations; Conflict of Interest assessments and declarations; Data Protection agreements; Contracts spend analysis
- Support contract mobilisation, facilitating in undertaking due diligence when required.
- Attend contract management meetings to review contract performance and highlight any areas to be addressed.
- Contribute to the development of contract management across the organisation, including support in training and system development
- Periodically attend meetings and events outside of normal working hours and work flexibly to meet the needs of the post.
(Please refer to the attached recruitment pack for more information.)
Application Process:
We require an application form to be completed for every role.
We do not require recruitment agency support at this time – all speculative CV’s will be treated as a direct application.
Your Hedyn, our comprehensive benefits package:
We believe Hedyn is a great place to work and it’s important to us that our people feel the same way.
As well as offering varied and fulfilling careers, we want every colleague to feel appreciated. That means having the best possible benefits package, the flexibility to maintain a great work-life balance and the opportunity to achieve your full potential.
We are still at the beginning of our journey. Join us to help shape it.
Enhanced Pension Scheme:
We offer an attractive pension scheme with generous employer contributions of up to 12%. You are able to determine the level of contributions that is right for you.
Enhanced Annual Leave:
You’ll start on 25 days annual leave (+ Bank Holidays) which would increase gradually to 30 days following 3 years’ service.
SMART Working (dependent on role):
You’re trusted to manage your time to work in a way that meets the needs of our customers, colleagues and communities.
At Hedyn, we believe that ‘work is something you do rather than somewhere you go.’
Health and Wellbeing:
We have many health and wellbeing policies and initiatives such as Cycle to Work and Enhanced Maternity/Paternity/Adoption.
Flexible Benefits
We have a flexible benefits package that allows colleagues to spend £625 towards the benefits that suit them. There is a wide range of benefits available to choose from including Private Medical Insurance, Health Cash Plan, the option to have your professional memberships paid for, and Electric Vehicles.
Development:
We offer many professional and personal development options such as sponsored study opportunities and career progression and development.
We want you to be at your very best. Please feel free to let us know of any changes we can make at any point in the recruitment process that will help support your application.
If you are looking for your next career challenge, seeking responsibility, and are passionate about delivering the best possible service, we'd love to hear from you.
